Youth Assistance Office Coordinator

Government of Hamilton County, Indiana - Hamilton County, IN (30+ days ago)


Answers telephone and greets office visitors, providing information and assistance, and responding to inquiries regarding Youth Assistance.

Responsible for preparing claims, financial reports and employee mileage submissions for Youth Assistance Boards. Works directly with the Board Treasurers. Makes bank deposits, generates checks, records expenditures and deposits on Quick Books and completes quarterly and annual financial reports. Prepares materials for grant reports, state audits and year end reports.

Prepares agendas, minutes and attends some Youth Assistance board meetings as needed. Completes correspondence, registrations and other notices for the Boards.

Prepares/submits monthly narrative of activities for Youth Assistance Boards, making a written report, oral presentations, and comments as appropriate.

Periodically assists other department personnel with projects as needed.

Assists other staff with scanning documents, converting files to PDF format and creating new file formats. Incumbent should be proficient with MS Word, Excel, Outlook, Publisher and Access.

Assists in planning, organizing, and coordinating HCYAP annual meeting, and other branch activities.

Responsible for assisting with large fundraisers and marketing these events.

Prepares and edits quarterly newsletters. Maintains the address lists of donors and volunteers. Updates and maintains information for the county web site and is the webmaster for future HCYAP web page.

Maintains and orders office supplies.

Periodically attends job-related training workshops.

Performs related duties as assigned.

I. JOB REQUIREMENTS:
High school diploma or GED and a minimum of two years of relevant experience, or equivalent combination of education and experience.

Working knowledge of HCYAP policies, procedures and legal requirements.

Working knowledge of Quick Books, word processing, spreadsheets, database and electronic mail and websites. Strong experience and knowledge of spreadsheets, creating flyers, registration sheets and web-based surveys and documents is preferred.

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, federal, state and local agencies/departments, land owners/users, developers and contractors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to perform relevant arithmetic calculations, and standard office and audio-visual equipment, such as computer, printer, typewriter, calculator, fax machine, postage meter, copier, switchboard/telephone, slide and overhead projectors.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Possession of a valid Indiana driver's license and demonstrated safe driving record.

II. RESPONSIBILITY:
Incumbent applies standardized practices to individual situations, with departures from guidelines and instructions discussed with supervisor at the incumbent’s discretion. Accuracy and honesty are required for the financial bookkeeping.

III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, HCYAP Boards and Early Intervention Advocates and the public for the purposes of providing and receiving information. Incumbent reports to HCYAP Director.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment involving sitting for long periods, sitting and walking at will, close vision, keyboarding, hearing communication, handling/grasping objects, and speaking clearly. Incumbent occasionally works extended hours, evenings or weekends.